Download People Manager User Guide

People Manager
User Guide
VERSION HISTORY
Version Date
1.0
October 2011
Change Summary
N/A
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Contents
VERSION HISTORY........................................................................................................ 2
INTRODUCTION ............................................................................................................. 6
Managers and Reportees ............................................................................................. 6
Multiple Roles ............................................................................................................... 7
DATA PROTECTION & CONFIDENTIALITY ................................................................... 7
FUNCTION ACCESS and NAVIGATION SECURITY ...................................................... 8
LOGGING ONTO PEOPLE MANAGER .......................................................................... 9
NAVIGATION ................................................................................................................ 10
Object Panel............................................................................................................... 10
Display Panel ............................................................................................................. 10
Navigation Trail .......................................................................................................... 10
HOME PAGE ................................................................................................................. 11
Folders ....................................................................................................................... 11
OTHER NAVIGATION DETAILS ................................................................................... 13
Effective Date ............................................................................................................. 13
People Search............................................................................................................ 13
Refresh ...................................................................................................................... 13
Print............................................................................................................................ 13
New View ................................................................................................................... 13
Full/Normal View ........................................................................................................ 13
Help............................................................................................................................ 13
Employee Self Service ............................................................................................... 13
Logout ........................................................................................................................ 14
TEAM STRUCTURES, ACCESS AND VIEWS .............................................................. 15
Reporting View ........................................................................................................... 16
Flat View .................................................................................................................... 16
Hierarchical View ....................................................................................................... 17
Semi Hierarchical View .............................................................................................. 17
Position and Post Selection ........................................................................................ 18
People Search............................................................................................................ 18
Casual Staff................................................................................................................ 20
Displaying Positions ................................................................................................... 21
VIEWING INFORMATION - FOLDERS ......................................................................... 22
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LINKS ............................................................................................................................ 22
PEOPLE ........................................................................................................................ 22
Personal Details ......................................................................................................... 22
Key date details .......................................................................................................... 26
ORGANISATION ........................................................................................................... 26
Position Summary ...................................................................................................... 26
Position details ........................................................................................................... 28
Occupancy details ...................................................................................................... 29
Hours and Basis ......................................................................................................... 30
Pattern details ............................................................................................................ 31
Salary details .............................................................................................................. 32
Payscale Values ......................................................................................................... 33
Employee Position History ......................................................................................... 34
Costing Information .................................................................................................... 35
PEOPLE AND ORGANISATION ................................................................................... 36
Salary History ............................................................................................................. 36
LEARNING AND DEVELOPMENT ................................................................................ 37
Personal Learning Account ........................................................................................ 37
Participant Waiting Lists .......................................................................................... 38
Participant events ................................................................................................... 38
Personal Learning Events ....................................................................................... 38
ABSENCES ................................................................................................................... 39
Absence calendar ...................................................................................................... 39
Overview ................................................................................................................. 41
Calendar selection options ...................................................................................... 41
Calendar colour options .......................................................................................... 42
The Calendar .......................................................................................................... 42
Calendar display ..................................................................................................... 43
Absence Calendar / Yearly View (Dates) ................................................................ 45
Sickness Absence Details .......................................................................................... 46
Holiday entitlement summary ..................................................................................... 48
Holiday Details ........................................................................................................... 50
New Holiday details .................................................................................................... 51
Holiday Entitlements Adjustments .............................................................................. 52
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Pattern details ............................................................................................................ 54
Select Position ........................................................................................................... 54
Holiday dates ............................................................................................................. 55
Working on a Bank Holiday ........................................................................................ 56
Sickness Absence ...................................................................................................... 57
Peer Groups ............................................................................................................... 57
Creating New Peer groups ......................................................................................... 57
Peer Group Details ..................................................................................................... 59
TASK MANAGEMENT................................................................................................... 60
New Task Redirection ................................................................................................ 61
Task Redirection details ............................................................................................. 62
REPORTS ..................................................................................................................... 63
Available Reports ....................................................................................................... 63
Running Reports ........................................................................................................ 64
OUT OF OFFICE ........................................................................................................... 69
TO DO LIST................................................................................................................... 70
Action Tasks............................................................................................................... 71
Redirect Tasks ........................................................................................................... 71
PROCESSES ................................................................................................................ 72
MESSAGES .................................................................................................................. 72
USER SETTINGS .......................................................................................................... 73
WORKFLOW ................................................................................................................. 74
AUTHORISATION PROCESSES .................................................................................. 75
HOLIDAY LEAVE .......................................................................................................... 75
Holiday Leave Authorisation - Email notification ......................................................... 76
Holiday Leave Authorisation - To do list ..................................................................... 80
LEARNING EVENTS ..................................................................................................... 81
Line manager- Waiting List email notification ............................................................. 82
Employee Waiting list notifications ............................................................................. 85
Line manager - Scheduled event notification .............................................................. 87
Employee Scheduled event notifications .................................................................... 90
Cancellations .............................................................................................................. 91
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INTRODUCTION
HR Connect - People Manager has been designed to ensure that all levels of
manager have access to a wide range of information about their staff within an easyto-use environment. The following functionality will be available for Line managers:
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View job, salary, training history for team members
Approve annual leave requests
View team annual leave calendar
Approve training booking requests
View sickness absence history
View team sickness absence calendar
Run a selection of standard reports
People Manager is a view of the main HR Connect application. It uses standard
menus and pages to display the data. The only difference between People Manager
and the main HR Connect application is the selection of and access to people and
their data.
Users who have been given People Manager Access can manage authorisation
requests for people who have been assigned to them.
Managers and Reportees
If you have line management responsibilities as part of your role you will be identified
as a People Manager. The people visible to you in People manager are identified by
using position to position reporting lines. A reporting line can, if appropriate, cut
across the organisation structure.
These relationships have been validated with line managers and should be kept up
to date on an ongoing basis, through your HR Client Partner. In systems terms, a
line manager for a position would be the authoriser of holidays, learning events and
will have a view of information for all their direct reportees.
The view enables reporting managers to see all their reports – even though they are
not direct reports. So a Head of School will have access to information for everyone
in their School, not just their immediate reports.
In your role as a line manager, you will have relevant restricted access, which will be
actively audited by HR, through the People Manager function in order to carry out the
full range of your line management responsibilities. This is mainly position based or
contact information. You do not have access to sensitive information such as NI
number or diversity data.
All data held on HR Connect continues to be made available to staff in Human
Resources.
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Multiple Roles
Where an employee has more than one role, they will be assigned to the line
manager for each role that they occupy.
DATA PROTECTION & CONFIDENTIALITY
As People Manager contains detailed position information including salary scales it is
important that you use it responsibly to ensure that the security of this information is
maintained at all time.
Therefore, when you have finished using People Manager please always ensure that
you logout:To logout you click the in the top right hand corner of the People Manager page
or close your web browser or tab.
Your login details are the same as your university username and password. It is
important that you never let anyone else know your University username and
password as this information would allow people to access information about you
and your staff through People Manager & Self Service, hence exposing a risk of
identity fraud. If you believe others may be aware of your Password please change
it.
If at any point you feel that your information security may have been compromised
you should contact the University's IT Help Desk in the first instance (ext.3000).
More details about Information security can be found here.
Following training, Line managers will be asked to confirm acceptance of the HR
Connect Line Managers statement.
Line Managers should also make themselves aware of the Data Protection Fair
processing statement for staff.
Download the Data Protection Fair Processing Statement for Staff
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FUNCTION ACCESS and NAVIGATION SECURITY
Function access defines which parts of the system a user can access and what, if
anything, they can do with that data. This includes navigation security that controls
which parts of HR Connect a user may or may not have access to. It also includes
field level security which can be used to hide certain fields or make them read only.
This prevents a user from accessing or amending a part of the system that is denied
to them. e.g. individual’s records or other sensitive information.
An access restriction has been created that means that a user cannot view their own
details in People Manager. This means that their details will not return in any of the
standard reports that they run.
To ensure that sensitive personal information is not available in the person search
results global field security settings have been created. This means that date of birth,
gender, HESA number, NI number will not return in search results.
Over and above determining the fields/images that people managers will have
access to, there is also a requirement to either hide or ensure fields/buttons so that
records cannot be amended. In HR Connect, most screens are read only with the
exception of screens used in the authorisation process or linked to holiday
management.
You can only access current staff data. Historical information since 2001 has been
loaded into the system where available i.e. position history, personal learning events.
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LOGGING ONTO PEOPLE MANAGER
To connect to People Manager, go to the Edinburgh Napier Staff Intranet home page,
click on My Workplace and select HR Connect People Manager from Online
Services.
HR Connect is a web- based system and so can be accessed directly from any
University networked PC. It can also be accessed externally to the University if VPN
access has been set up. This provides secure system access to University systems.
This will bring you to the Log In screen
Enter your University User name and Password.
It is vital that you comply with the University’s
Information Security Policy and the Data
Protection Fair Processing Statement for Staff.
Download the Data
Processing Statement for Staff
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NAVIGATION
Once you have logged on, you will see the following standard desktop navigation
options.
Object Panel shows relevant records for the user, e.g. their line management
reports. These records can be highlighted individually, globally or in any combination,
in order to select a relevant form from within the Display panel, to view relevant
information on team members.
In other parts of the system you will select what you want to look at in more detail e.g.
a holiday absence.
Display Panel provides access to all the folders, forms and processes available to
the user.
Navigation Trail (“Breadcrumb Trail”) is displayed in all screens and shows where
you are within People Manager. You can also click on any item within the trail to
return to that point in the system.
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HOME PAGE
The Home page
displays a set of folders in the Object Panel and the
details relating to a selected folder are shown on the Display Panel.
The default home page tab is set at To-do list but this can be changed by the user
using User settings.
Folders are shown in dark blue (People and Organisation, Absence, Learning and
Development etc) and the pages are shown under them in light blue.
The Folder that is currently selected is shown in dark blue (Links).
More details are provided within this guide, and can be accessed by clicking on the
hyperlinks but in brief the options are:
Folder name
Details
Bookmarks
People Manager users won't need to use this area as all screens
are accessible directly from the Links menu
Links
The Links folder provides a set of interactive 'single click' links to
commonly used HR Connect pages. However, more links are
available on each of the subsequent folders.
People
and Displays all available links to key people information
Organisation
Learning
& Displays all available links to key learning and development
Development
information
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Folder name
Details
Absences
Displays all available links to holidays, sickness absence and
peer groups
Reports
Displays all available links to key reports
Task
Management
Allows task redirection when you are out of the office e.g.
authorising holiday
Out of Office
Lists team members who are identified in HR Connect as being
out of the office (the default is today’s date) e.g. have a recorded
absence or are scheduled on a corporate training event
To Do List
Displays any outstanding tasks which require the user’s attention
including authorisation of holiday requests or learning event
bookings.
Processes
Lists any background processes e.g. running a report, which have
been completed in the last 24 hours.
Messages
Displays any current “System Alerts” or “Message of the Day”
texts
User settings
Displays the default preference settings set at System
Administrator level and allows the user to choose their preferred
options when available.
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OTHER NAVIGATION DETAILS
There are a number of other links and shortcuts available to you when using People
Manager that it is useful to be aware of.
Effective Date
- By default whenever you search for information in
People Manager you will be viewing the information that is as at today’s date.
However, if you change the date in the 'Effective Date' box at the top of the screen
you will be able to view information relating to other days. To go back to information
at today’s date type ”t” in the box and press enter. To go back to information at
yesterdays date type “y” in the box and press enter.
People Search
- This view can be used to search for an individual or a
specific selection of employees; it therefore maybe a useful tool for quickly finding a
reportee if you have many staff reporting to you.
Refresh (
) - If you experience any problems or wish to refresh any People
Manager screens for any other reason then you can do so by clicking the refresh
icons above the left hand menu or the main section of People Manager. You should
not refresh People Manager using your browser as this may cause your People
Manager session to be closed
Print ( )- If you wish to print any of the information displayed in People Manager
then you can click the print icon
New View (
) - If you click this icon then another People Manager tab will be
opened. You can navigate between or close multiple tabs by clicking on their link in
the bottom right hand corner of the screen
Full/Normal View (
) - If you click this icon then the main section of People
Manager will be extended across the entire page hence removing the left hand menu.
This may help you to view some of the information that you have displayed. You can
simply click on this icon again to get the left hand menu to reappear
Help
- This link gives access to the HR Connect help menu, however this is the
default Midland iTrent system guidance and my not relate exactly to the HR Connect
settings, so may cause some confusion for users.
Employee Self Service
Self Service screens.
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Logout
- The logout icon is only available to Internet Explorer users, but can
be used to log out of People Manager. You will be asked to confirm your log out.
If you can't see the logout icon then you can securely log out by simply closing the
browser or tab that you are using to access People Manager
To navigate/return to the Home Page from any screen within People Manager,
simply click on the Home Icon
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TEAM STRUCTURES, ACCESS AND VIEWS
When you login to People Manager, your reporting hierarchy at that point, is used to
set up a temporary structure security access profile, giving you access to only your
reportees and their positions at today's date.
This process can take 30 seconds to complete and once complete the reporting
structure is displayed in the Object Panel (the left hand menu).
NB - Do not click on the structure icon until you receive a pop-up message (stating
your People structure is completed) otherwise you will not be able to select an
individual.
To view any People Manager information you must first select the reportee you want
to view information on from the Object Panel.
Once a reportee has been selected, you can then click on a Link from the Object
Panel to view information about that reportee which will be displayed in the Display
Panel.
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You can control how you wish to view and select your reportees. After logging in
People Manager will default to the Reporting View, but if you select the 'Views'
dropdown you are able to select how you see the data.
Reporting View - The Reporting view displays all of the manager's people and who
they report to. Click on the + / - to expand or contract the structure.
The names should be dark. If they are greyed out, press refresh
Flat View – The Flat view displays all the people who report to you grouped in their
respective units. Each Unit is shown on the right and doesn’t contain any information
of which unit reports to which unit.
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Hierarchical View - This view shows all the people in their units, but this time the
units are embedded within each other so you can see which unit is in which
department
Semi Hierarchical View - This view is very similar to the full hierarchical view and in
many cases identical. The only difference is that the semi-hierarchical view does not
display units that have no people who report to the manager in them
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Position and Post Selection
You are also able to modify these views using the tick boxes that are displayed
at the top of each object panel. For example:
Positions
Post
Includes the positions for each displayed person. (When Reporting
view has been selected, only Positions may be selected)
Includes the post for each displayed person.
People Search
This view can be used to search for an individual or a specific selection of
employees; it therefore may be a useful tool for quickly finding a reportee if you have
many staff reporting to you.
When using people search you should be aware of the following:


You can return to the reporting view by clicking on the 'People’ icon ( )
As well as searching by 'Surname' you are also able to search your reportee's
by forename, unit, job title or personal reference number by selecting this
option from the dropdown menu before searching.
To select more than one individual, press ctrl and click on names
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


You can also select the 'advanced' option to make an even more detailed
search of employees
You should not select the smart groups radio button, as this is a functionality
that is not applicable to People Manager
Once People Search has been selected you will have to complete any action
that you have initiated before you are able to return to the reporting view
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Casual Staff
Casual staff will be displayed in your reporting hierarchy along with other staff.
Select reportee you want to view information on from the Object Panel. Once a
reportee has been selected, you can then click on People and Organisation, hours
and basis of employment.
You will see casual under Type
All casual workers who have been paid in the last year should be displayed. Please
note the following:
1) If the casual employee is unlikely to require payment from us in the current
Academic year, please complete a Leaver Notification form and send to your
HR Advisor. This will generate a P45 for them.
2) If you can see a casual employee, and they are not familiar to you please let
your HR Advisor know.
3) If you cannot see a casual employee who you would expect to see, then
please raise with your HR Advisor.
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All people within the structure will appear within the reports available to you. In most
of the standard reports you are can define the Type of person you want to include in
the content.
Displaying Positions - Using the reporting view you may also be able to use People
Manager to access data relating to vacant positions. If you tick the position tick box
above your list of reportees their positions will be displayed, along with any vacant
positions that would be reporting to you.
Beside each of these positions is a chair and these a colour coded like this:A blue chair (
) represents a Position that is occupied by an employee
A green chair ( ) represents a Vacant Position, where the Staffing Authorisation
process has been completed. It will also be green if an occupant has recently left
and clarification is required on whether the position is to be ended. Where there has
been a redundancy a position will be ended.
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VIEWING INFORMATION - FOLDERS
To view any People Manager information you must first select the reportee you want
to view information on from the Object Panel, using the process above; once a
reportee has been selected you can then click on a link from the homepage to view
information about that reportee. Once you click on a link the information will be
displayed in the Display Panel of the screen.
LINKS
The Links folder holds links to the most frequently used pages, although there may
be other information available in the specific folders. The process detailed below can
be used to select any of the key links.
PEOPLE
Personal Details - Using this method you can then select people by expanding the
displayed view.
Click the plus icon to expand the view
Expand the view until you find the person
Click to highlight the individual
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Click Personal details from the People folder of the Links section of the Home page.
As you have already selected the person HR Connect will simply open the Personal
details page for the selected person.
Alternatively
Click Personal details from the Links section first, this opens the People search
panel and highlights the search field with a red box around it.
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Enter the surname of the person you wish to see.
There is a search for the person and once found displays the results in the Object
panel.
Select the required person from the list.
The Personal details are displayed for the selected person:
You can then use the displayed details page as required.
To return to the Home page you can click the Home page button
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If you select the magnifying glass beside the drop down menu, then the search will
list all your reportees:
This option can be used for a single person but is probably more valuable for:
a) Searching and extracting a group of people.
b) Comparing data across a number of employees.
In either case you will, having selected the employee(s), access standard HR
Connect pages to perform your requirements.
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Key date details
Select the employee
Click on Key Date Details
View available - Organisation start date / Length of Service / Reckonable Service
date / Length of Reckonable Service
ORGANISATION
Position Summary
Select employee
Click on Position Summary
View Summary of Positions held in Object panel
Select the Position Required
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Position Summary appears in the Display panel
View available – Occupant / Job Title / Position Reference / Occupancy start /
Occupancy End / Expected Occupancy end date / Expected position end date /
Location / Structure workflow group / Organisation unit
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Position details
Select employee
Click on Position details
View Summary of Positions held in Object panel
Select position required
Position details are shown in the Display panel.
View available –
Job title / Position Start date / End date (if applicable) / position reference number/
probationary period (if applicable)/ Occupant name / Reporting Unit/ Reports to /
Subject Group name(Structure Group 1) (if applicable)/ Location (Structure Group 2)
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Occupancy details
Select employee
Click on Occupancy details
View Summary of Positions held in Object panel
Select position required
Occupancy details are shown in the Display panel.
View available – Current status / Occupant name / Occupancy start date /
Occupancy type / Expected occupancy date / Expected Occupancy reason.
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Hours and Basis
Select employee
Click on Hours and Basis
View Summary of Positions held in Object panel
Select position required
Hours and Basis are shown in the Display panel.
View available – Contracted Hours / FTE hours / Post budgeted hours / Category/
Basis / Type
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Pattern details
Select employee
Click on Pattern Details
View Summary of Positions held in Object panel
Select position required
Recorded in
hours & minutes
Pattern details are shown in the Display panel.
View available – Working pattern type/ Working pattern name/ Start date for working
pattern/ Start date/ Pattern days display
To change a work pattern you must complete an Employment details change form
and send to HR.
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Salary details
Select employee
Click on salary details
View Summary of Positions held in Object panel
Select position required
Pattern Override screen is shown in the Display panel.
View available – Grade / FT salary / Grade minimum / Grade maximum / Protected
rate of pay (if applicable) FTE value/ Pro-rated rate of pay
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Payscale Values
Select employee
Click on Payscale values
View Summary of Positions held in Object panel
Select position required
Payscale values screen is shown in the Display panel.
View available – Grade/ payment table / FT salary/ Grade minimum / grade
maximum / Next increment date/ Protected rate of pay/ FTE
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Employee Position History
Select employee
Click on Employee Position History
Hovering over a date field will provide a pop up summary box.
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Costing Information
Select employee
Click on Costing Information
View Summary of Positions held in Object panel
Select position required
Cost Centre screen is shown in the Display panel.
View available – Cost centre / Start date / End date / Cost centre code / Cost centre
split
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PEOPLE AND ORGANISATION
Access to the People and Organisation section can either be from the Links folder or
from the specific People and Organisation folder on the Home Page.
Salary History In addition to the pages on the Links folder, the People and
Organisation folder also gives access to the salary history screen.
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LEARNING AND DEVELOPMENT
Access to the Learning and development section can either be from the Links folder
or from the Specific Learning and Development folder on the Home Page
Personal Learning Account
Select employee
Click on Personal Learning Account
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This takes you into the Personal Learning Account screen which shows you
Participant Waiting Lists –
Any internal courses the
employee is currently waiting to
attend when space becomes
available.
Participant events – Any
internal course the employee is
booked on, where a scheduled
date has been provided.
Personal Learning Events – a
historical record of any internally
training events the employee
attended pre November 2011,
as well as any external events
the employee has recorded
within their personal learning
Record via HR Connect Self
Service.
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ABSENCES
During Phase 1, the absence reporting procedures remain unchanged. On-line
absence reporting through HR Connect will be rolled out in Phase two.
Guidance on recording Absence can be found on the HR Intranet.
Access to the Absence section can either be from the Links folder or from the
specific Absences folder on the Home Page
Absence calendar
From Links Home Page
Click Absence calendar
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As a People Manager user you may wish to review any absences within your
reportees.
Having searched for all your reportees you can then, if required, select all (or some)
of them from the displayed list by using the
Ctrl key and click each required name:
Click Absence calendar you will see their absence details
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The Absence calendar enables you to view, amend and create absences and related
information for the selected list of people.
Overview
The Absence calendar displays all absences that you have recorded including:
• Fixed holidays
- Green
• Personal holidays
- Yellow
• Sickness
- Red
• Learning activities
- Blue
• Maternity / Paternity absences - Pink
• Adoption absences
- Purple
NB – HR Connect does not show Time Off in Lieu or Flexi Leave, which may have
been booked. Employees and Line Manager should continue to record this off-line.
The display has three sections:
1. Calendar selection options
2. Calendar colour options
3. The Calendar
Calendar selection options
The Calendar selection options are displayed at the top of the page.
If required you can hide the options by clicking the minus icon - .
The display period can be changed by selecting drop down list items or change to an
earlier or later start date using buttons above the calendar.
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Calendar colour options
The Calendar colour options are initially displayed hidden. You can reveal the
options by clicking the plus icon +
This section is also used to identify the absence types that you wish to have
displayed on the calendar and the colour that they will be displayed in. Any colour
changes will be reflected in the Out of Office section of the Home page.
The Calendar
The people that the calendar relates to are shown on the left hand side.
Each absence is shown as a coloured box. The colours of each type of absence are
controlled by each user with a standard set being initially provided.
When the display period or the number of people exceeds the screen capacity, scroll
bars are provided to enable you to move left or right and/or up and down.
The headings to the calendar and the people names will always remain in focus.
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Calendar display
The people displayed are either the people that you selected when navigating to the
page.
The grid for the calendar displays absences and training using the colour codes
defined by the filter.
Weekends are shown shaded in the day number display as above
When you move the cursor over the cells in the display a pop up is shown, holding
the details of either the absence or the person, when no absence is recorded.
The name of the person, their position(s) and the Day and Date is displayed.
Note also that the name of the person and the day selected are shown with a white
background. When the cursor is on a cell which has a recorded absence the pop up
information will be similar to the following:
The first section displays the name of the person, their position(s) and the Day and
Date is displayed.
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The next section displays the Type of absence and its period and its status. The
position to which the absence has been applied, the persons Occupancy dates in the
position and the Reporting manager of the position.
If the Absence is applied to several positions then each position will be reported in a
separate section.
NB- The absence calendar does not link with the Outlook calendar.
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Absence Calendar / Yearly View (Dates)
When a single employee has been selected you are able to display the calendar in
Yearly view (dates):
The calendar will show, for the selected person / absence, the months of the year
down the left side of the calendar. Across the display are shown the dates. Each
absence is shown with its colour code. Details about each absence day are
displayed as pop ups, as you move your cursor over the dates.
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Sickness Absence Details
Select employee
Click on Sickness Absence Details
View Summary of Sickness Absences held in Display panel.
NB - In Phase One these screens will show sickness absences which have been
reported up until the previous month. It will also include future long term absences,
where the Medical Fit Note shows a future date as well as maternity and paternity
leave. Once On-line absence recording comes into effect in Phase Two, this
information will be real time data.
Select the absence date you want to see
View available – Absence start date and type / Absence end date and type /
Absence type and reason/ position
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Holiday entitlement summary
Select employee
Click on Holiday entitlement summary
Holiday entitlement summary appears in the Display Panel
NB - Duration is recorded in decimals and not hours and minutes
View available –
Position Selection / Holiday period dates (defaults to Annual leave year) / Length of
service at date/ Scheme name / Membership date (will be 01/09/year unless a new
start or have transferred position) / Full time entitlement for period shown in hours
(Pro rata entitlement) / Any holidays brought forward / Adjustments (only if present)
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HR Connect automatically calculates annual leave entitlements for all staff types,
using the holiday entitlements outlined in your contract, your working pattern and the
Annual leave guidelines on the HR Intranet.
Pro-rating takes place if an employee is part time, starts their employment part way
through the year or is on a fixed term contract where the expected occupancy end
date is before the end of the year leave.
The holiday entitlement includes both the personal leave and fixed leave
entitlements combined together.
Fixed holidays (known in the system as Bank Holidays) are input centrally. Hours
will be deducted if the employees work pattern indicates that they work on that day.
The days will automatically be marked as taken on the leave taken list. Personal
leave can be booked through Employee self service and then authorised by the line
manager. The Holiday authorisation process is detailed later in the document.
Personal leave is deducted in hours, showing the remaining entitlement available.
If you have concerns about the leave entitlement calculations, please contact the HR
Connect helpdesk.
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Holiday Details
Select employee
Click on Holiday details
A summary of holiday dates is shown in the Object panel
View available – Holiday start date / Duration / Holiday end date/ duration/ Absence
type / Holiday balances/ Peer group calendar.
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New Holiday details
This allows you to enter holiday details on behalf of your employee
Click employee
Select New Holiday details
New Holiday details
Enter the Start date
Select Type from drop down - full day/ part day/ AM/ PM
Select Absence type
Check available holiday balance or peer calendar if required
Press save
In addition to the pages on the Links folder, the Absence Folder also gives access to
the following Absence screens.
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Holiday Entitlements Adjustments
Line managers can adjust system calculated holidays to take account of the
following circumstances.
1. In the 2011/2012 holiday year if the employee has un-used holiday to carry
over (to a maximum of 5 working days, unless been on Maternity or Adoption
leave in previous year)
NB – This carry forward will be automatic in the 2012/2013 holiday year
2. Employee has “Borrowed” some entitlement from the new holiday year
3. The employee has worked on a Fixed holiday and is entitled to have leave
which was automatically deducted re-instated.
Click employee
Select Holiday Entitlement Adjustment
The Holiday Entitlement Adjustment screen is displayed
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Click on Adjustment type
Select Adjust (never Override or you will not have a track of adjustments made)
Enter value for adjustment in hours
• Negative if reducing leave entitlement for holiday period
• Positive if adding to leave entitlement for holiday period
•
NB – in future years carry forward is automated
Enter reason e.g. carry over 5 days from 2010/2011 leave year.
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Pattern details
Click employee
Select Pattern Details
Select Position
You will see the current Working Pattern details
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Holiday dates
To see booked holiday dates
Select the person and click Holiday dates
Select the date you want to view
Only Line Managers can remove leave that was due to be taken in the past but not
actually taken. This cannot be done by the individual in HR Connect Self Service.
You may also need to delete leave if someone is absent for another reason on a day
when holiday was booked.
You can also add Personal Holiday to an employees record. The entitlement
calculation runs overnight so the holiday entitlement summary will be updated at that
point.
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Working on a Bank Holiday
If your member of staff works on a Bank holiday and will therefore need to take the
time at a later date, you will need to update the Bank holiday details for the date
concerned.
In this example, James worked on 19/09/2011 – the duration for that day is 7 hours
and his entitlement has been reduced accordingly.
Select Holiday Dates the highlight the date that was worked.
Click in the Not Taken tick box and clicked Save.
Following the overnight absence
calculation the holiday entitlement
summary looks like this. You can
see that duration on 19/9 has
become 0 hence 7 hours is now
available to be booked as a personal
holiday. If the time to be taken back
is at time a half then the holiday
entitlement must be adjusted too, in
this case 3.5 hours.
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Sickness Absence
The Absence calendar and Sickness Absence details screen have been detailed in
the Links section above.
Peer Groups
Creating New Peer groups
To set up a new peer group, select new Peer Group within the Absence Folder.
Enter Peer Group name – this will be seen by the members of the Peer Group
Click Save
Select Peer Group name in the Object panel
Select New People in Peer Group in the Display panel
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The New person in peer group details screen comes up.
You can select people individually by ticking the single person selection box but it is
easier to click on the magnifying glass and then select on the magnifying glass again.
This brings up the list off all your reports. You can select more than one person by
clicking on each individual. When clicked their name will transfer into the blue box.
Click Save
NB – leavers leave a peer group automatically. However, when you have a new
staff you will need to add them to any relevant peer group(s)
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Peer Group Details
To view people in a Peer Group
Select Peer Group details
Select the Peer Group
The names of those in the peer group will be shown.
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TASK MANAGEMENT
If you are going to be out of the University you can access HR Connect using VPN
access.
Alternatively set up task redirection. This does not link with the out of office feature in
Outlook Calendar. This must be done separately.
From Home Page
Click Task Management in the Display Panel
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New Task Redirection
When a person with People Manager status is absent, you will need to consider reassigning any tasks that they would normally process. You can re-direct tasks to
other employees with People Manager Access. Prior to redirecting tasks you should
discuss the redirection with your chosen delegate and inform your reportee’s who will
be approving requests in your absence. In order to select the correct delegate you
should determine their User ID number. E.g. (pd23). If that person then is off they
can also redirect tasks (to a maximum of nine individuals).
Select New Task Redirection
Enter the start date of the period you want to redirect your tasks
Enter the end date
Click the Process type drop-down menu
Select if you want to redirect all (redirects all workflows regardless of the type)
People (selects people related tasks)
Task processes (enable you to select individual tasks, below are the tasks that
should be used)
Task management will need to be considered if a reporting manager is long term
sick or leaves their position. If necessary, the HR System team can redirect tasks. A
task will only be redirected to someone more senior than the absent reporting
manager.
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To select who to redirect to, click the magnifying glass icon. Input the User ID
number of the person who will be authorising in your absence press enter or
alternatively enter the surname & select from results
You will need to re-enter your password
When you have saved task redirections the details will be displayed on the Home
page Message section when you click Home
or next log on.
Task Redirection details
To view any task redirections set up in the system click on Task Redirection details.
This function can also be used to Delete a redirection if required
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REPORTS
When a user logs into HR Connect as a People Manager they only have access to
details for their reportees.
Reports within the standard Management Information menu option contain internal
checks to ensure that only data from the managers' reportees is displayed.
Learning reports are not subject to security and therefore these reports types are not
available via people manager. Learning reports will be built using Business Objects
instead and available on request.
Available Reports
Leavers
New Starts
Headcount Analysis
Movement Analysis
Absence Frequency
Absence History
Absence History – People
Absence Summary
Absence Tolerances
Friday Monday Absences
Holiday Entitlement Breakdown
Outstanding Holiday Entitlement
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Running Reports
The process of running and downloading standard reports is the same for each
report. In this example we are running and Absence report
From Home Page
Click Run standard absence report
The list of available Absence reports is shown in the Object panel
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Select required report e.g. Absence Frequency report
Absence Frequency report screen is shown in the Display panel
Select Unit/ Employee
You can then search for unit name or employee name
Enter Absence group
Enter absence type
Press Run
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You will be notified that the report is being generated
Once complete you will see a pop up in the bottom right corner saying Report
complete
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Click on the report complete and you will come to Download report screen
Select Download button
Option to open or save report
Click Open
Report available to view
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OUT OF OFFICE
From Home Page Click Out of Office in the Display Panel
This section will list all of the people from your reportees who have been identified to
HR Connect, as being out of office. The screen always defaults to Today.
People are identified as being out of office by having an Absence e.g. holiday,
sickness or maternity leave recorded in HR Connect, or by being scheduled on an
internal Learning event.
Absences are displayed in day of the week order and are colour coded to indicate
the type of absence. The colours used are those shown on the Absence calendar.
Each absence lists the name of the person, their position and the type of absence.
You can modify the display using the controls at the top of the page. The drop down
list enables you to select Today, Tomorrow, This week and Next week.
Alternatively you can select to display a specific date rage using the Period from and
to date fields. If you change the selection you should then click the
have the data displayed.
icon to
Each row displayed is also a hyperlink and when clicked will display the Absence
calendar, containing the people in the same unit as the person selected.
Note that if you have a large number of reportees you are advised not to set the Out
of Office page as your initial Home page view. The details for the people who are out
of office can then be built in the background prior to when you might need to access
the page.
You can set the number of levels you wish to see “out of office” in your user settings.
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TO DO LIST
On your initial log in to People Manager your To-do list will appear by default. This
Default setting can be amended in the User preferences screen).
This shows any tasks which require authorisation. If you have deleted an email
notification but not authorised the task the task itself will remain on this list.
Should authorisation not take place within 3 days, a reminder will be sent and if not
authorised then after a further 3 days an authorisation request will be sent to the
manager of line manager
If there are no tasks this Display Panel will be blank.
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The following is a summary of the authorisation process.
The colours of the tasks identify their type and priority:


Green tasks require authorisation.
Red tasks are Overdue tasks.
Next to each task there is a check box which when ticked will cause action buttons to
be displayed (Redirect and Actions), that are relevant to the selected task. For
example:
Action Tasks
If you tick a task and then click the Actions button will take you to the Authorise task
page where you will have to enter your password to perform the action.
Redirect Tasks
You can also redirect the selected task(s) by clicking the Redirect button or the
redirect icon. If this button is clicked the Redirect task page is displayed allowing
you to search for and select another recipient who will process the task. This process
was covered in Task Management
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PROCESSES
From Home Page
Click Processes in the Display Panel
This shows the status of processes that have run in the last 24 hours
MESSAGES
From Home Page
Click Messages in the Display Panel
This shows any messages of the day
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USER SETTINGS
You can change some settings to your personal preferred look and feel by adjusting
the User settings. Where the field is greyed out, you cannot change the default
setting. To change the default settings, tick the check box and then click save.
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WORKFLOW
Workflow tasks rely on knowing who an employee's reporting manager is. Workflow
can automatically pick the appropriate reporting manager from the organisation
structure. Alternatively you can specify other appropriate people to perform reporting
manager duties.
All tasks assigned to the Reporting Manager will be automatically posted to the
occupant of the reporting position. The reporting Manager is listed in Position details
screen.
There are two processes initially available, which are described in further detail later
in the document.
1. Authorising Holiday/ Annual Leave process
2. Authorising Learning and Development process
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AUTHORISATION PROCESSES
There are two routes for a reporting manager to authorise request for holiday or
learning event:
1. Email notification
2. To-do List
HOLIDAY LEAVE
The Holiday Leave process is detailed in the map below.
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Holiday Leave Authorisation - Email notification
When a requested is submitted by an employee who directly reports to you, through
Employee Self service you will receive an absence request email:
To approve the request, click on the 'Authorise' button. This will prompt you to enter
your username and password. This will automatically authorise the holiday straight
from the email. You will not be able to view the absence calendar or comment on the
request.
To view more information about the absence, view the peer calendar or look at the
holiday balance for the employee or to reject the request click on the 'View details'
button
Clicking on the link within the email will bring up the log – in screen
Enter your University User name and Password.
(This is your University network password)
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Once this is entered it will bring you directly to the Holiday Details screen.
To view the person’s current Holiday balance, or Peer Group calendar (if required)
expand the screen by clicking on the + box.
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To authorise, enter your password
Select the correct Authorisation status from the drop down menu.
Add reason or comment which will be included in the notification email.
When you approve or reject a request, a notification email will automatically be sent
to the member of staff who submitted the request to advise them of the decision.
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If the employee changes the dates of their request, you will receive a new email and
you should follow the process above. New email notifications will occur and
supersede the original email.
Please note that this new email will supersede any previous emails (the links in any
earlier emails will no longer work)
If the employee cancels their request you will receive a notification email. No further
action is required.
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Holiday Leave Authorisation - To do list
If you have holidays to authorise they will be shown in the central panel.
Click the Actions button and you will come to the Authorise task – Holiday Absence
details screen
Type in your Password (this is your University network password)
To process a holiday request, select the Authorisation Status drop down menu and
select authorised, not authorised or on hold.
You can add a Reason for your decision or a comment e.g. Sorry, there are too
many people off at that time or Enjoy your holiday!
Authorising or rejecting a request will generate an automatic notification email to the
member of staff and the reason/ comment will be communicated in the automatic
response email to the employee.
You will not be able to authorise Flexi-leave requests through HR Connect, although
this is a potential development. However HR Connect is not a Time & Attendance
system and so employees will still need to complete the Flexi-leave Excel
spreadsheets, and this should be checked by the line manager before approving a
flexi-leave request.
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LEARNING EVENTS
There are two processes for staff when they book a learning event through
Employee Self Service.
If the learning activity is an Academic session run by Professional Development
within the Office of the Vice Principal (Academic), the Line manager will receive an
email notification but there will be no approval process.
For all other learning activities run by Corporate Learning & Development,
Information Services or Health & safety, there is an approval process.
Based up on the event types we have the following events would require
authorisation or would be automatically authorised.
Activity Type
Academic Professional Development
Administrative Skills
Conference
Edinburgh Napier Essentials
Health & Safety skills
I.T Skills
Leadership & Management Development
Leadership & Management Essentials
Personal Effectiveness
Research Development
Research Skills
Authorisation Y/N
Automatically Authorised
Requires Authorisation
Automatically Authorised
Requires Authorisation
Requires Authorisation
Requires Authorisation
Requires Authorisation
Requires Authorisation
Requires Authorisation
Automatically Authorised
Automatically Authorised
Some learning events have dates scheduled, whereas some events are only run
when there are enough participants to run a session. Therefore some approval
requests will, when authorised, move the employee directly onto the scheduled
events or move the employee onto the waiting list. Employees approved on the
waiting list will automatically included in the event once sufficient numbers have
been reached and a confirmation email will be sent.
The process map below describes the route by which requests for learning events
will move.
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Line manager- Waiting List email notification
When a direct report makes a request to attend a future learning event through
Employee Self Service, you will receive an email notification to alert you to the
request. This will add their name to the waiting list.
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Clicking on the View Details link within the email will bring up the log – in screen
Enter your University User name and Password.
(This is your University network password)
Once this is entered it will bring you directly to the
Task List
Click on the Tick box next to the task.
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Click Actions and you will be brought to the Authorise tasks screen
To authorise, enter your password
Select the correct Authorisation status from the drop down menu.
Add reason or comment which will be included in the notification email
Click Save.
When you approve or reject a request, a notification email will automatically be sent
to the member of staff who submitted the request to advise them of the decision.
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Employee Waiting list notifications
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When the event is scheduled they will receive an email notifying them of the date
and giving them joining instructions.
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Line manager - Scheduled event notification
When a direct report makes a request to attend a scheduled learning event through
Employee Self Service, you will receive an email notification to alert you to the
request. This will tell you the date and time of the event.
Authorising this request will book the employee onto the event or, if there are no
available spaces add their name to the waiting list for the next scheduled event.
Request to be placed on scheduled event
Clicking on the link within the email will bring up the log – in screen
Enter your University User name and
Password. (This is your University network
password)
Once this is entered it will bring you directly to
the Task List
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Click on the Tick box
Click Actions and you will be brought to the Authorise tasks screen
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To authorise, enter your password
Select the correct Authorisation status from the drop down menu.
Add a reason or comment – this will be included in the notification email.
Click Save.
When you approve or reject a request, a notification email will automatically be sent
to the member of staff who submitted the request to advise them of the decision.
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Employee Scheduled event notifications
Scheduled event confirmation
Scheduled event declined
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Cancellations
If your employee cancels their place on the event, you will receive an email
notification.
An Event Confirmation email will be sent two weeks before the event.
Following the event, the employee will receive a post course evaluation email asking
them to complete this on line.
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